Tips for Meetings Management Program Success

Find out how to introduce a strategic meetings management approach while making sure you have buy-in from the larger organization.

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Implementing a strategic meetings management program (SMMP) is a huge benefit for busy organizations. But this new strategy can be met with pushback from concerned internal meeting planners.

In a recent MeetingsNet article from Betsy Bondurant, “F is for Fruitful Friction,” she discusses several “success strategies” that can help internal teams feel at ease when a new SMMP is introduced. Using some of the “success strategies” from the MeetingsNet article, here are a few scenarios we’ve encountered with our own member organizations:

SUCCESS STRATEGY #1: “Take the time to explain the value proposition for implementing the SMMP.”

We have seen success with some of our members when internal meeting planners thoroughly understand the intentions of the new program and its goals.

For example, key stakeholders are afraid of losing control of a meeting or event when a 3rd party starts to get involved. But, once we talk through what the relationship is like and that the internal stakeholder dictates the 3rd party involvement, everyone feels much more comfortable.

SUCCESS STRATEGY #2: “Conduct periodic focus group sessions that include the occasional and power planners in your organization while you are in the design stage of your program.”

A lot of the time, our members find someone within the meeting-planning group that can be the champion of the SMMP and showcase how the added level of support will alleviate some areas of administrative duties. For example, contract negotiation is something that a meeting planner might be able to hand off, but they still stay involved in the food and décor decisions.

Some members also empower the internal meeting planner by involving them in the selection process of the 3rd party consultant and letting them provide feedback.

Read the Full Article

Find out about all of the strategies you can use to ensure a positive SMMP launch by reading the full article from MeetingsNet, “F is for Fruitful Friction.”

Want more information about a strategic meetings management approach at your organization? Check out our meetings and events category page for details.


Katie Virtue: Director, Category Management, Travel at Corporate United
As part of Category Management Team, Katie Virtue is focused on carrying out Category Lifecycle Management efforts across CU’s indirect spend offerings. She oversees the Travel vertical, including Car Rental, Travel Management, Meetings & Events Management and Corporate Housing Solutions. Katie works with members to evaluate CU’s offerings and to bring them a unique experience while collaborating with suppliers to achieve mutual partnership goals. She previously worked in the consulting industry focused on business continuity projects.